RFP - TRANSLATION SERVICES 26-27

.
Request For Proposal
for
TRANSLATION SERVICES
3/27/26
White Plains City School District
5 Homeside Lane
White Plains, NY 10605
Proposals must be submitted by:
Date: APRIL 23, 2026
Time: 1:00 p.m.
Location: White Plains City School District
Business Office
5 Homeside Lane
White Plains, NY 10605

White Plains City School District
Request for Proposal for TRANSLATION SERVICES
TABLE OF CONTENTS
Public Notice................................................................................................................................................3
General Information & Conditions...........................................................................................................4
Specifications.............................................................................................................................................15
1. Scope of Work......................................................................................................................15
2. General Requirements........................................................................................................16
3. Description of District..........................................................................................................17
4. Proposal Timeline.................................................................................................................17
5. Cost of Services.................................................................................................................... 17
6. Evaluation of Proposal.........................................................................................................17
Appendix 1 - Notice of Interest...............................................................................................................20
Appendix 2 - Affidavit...............................................................................................................................21
Appendix 3 - Conflict of Interest.............................................................................................................23
Appendix 4 - Non-Collusive Proposal Certification..............................................................................24
Appendix 5 - Hold Harmless....................................................................................................................26
Appendix 6 - Iran Divestment Act of 2012 Certification Form...........................................................27
Appendix 7 - Sexual Harassment Written Policy & Training Certification Form.............................28
Appendix 8 - Proposer Not on U.S. Government's SAM's Exclusion List Certification Form.........29
Appendix 9 - Proposer Warranties........................................................................................................30
Appendix 10 - Quotation form..............................................................................................................31
Appendix 11 - School District Sample Agreement ............................................................................32
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White Plains City School District
PUBLIC NOTICE
REQUEST FOR PROPOSAL FOR
TRANSLATION SERVICES
White Plains City School District
School Business Office
White Plains, New York 10605
The Board of Education of the White Plains City School District invites sealed proposals
for providing TRANSLATION SERVICES . The Request for Proposal ("RFP") including forms
for proposal, certifications, General Information and Conditions, and Specifications may
be obtained from the District's Business Office at 5 Homeside Lane, White Plains, NY
10605.
In all cases, it must be understood that the General Information and Conditions and
Specifications of the White Plains City School District shall apply. Proposals must be in
sealed, opaque envelopes marked "RFP - TRANSLATION SERVICES" and will be received
until 1:00 p.m. on APRIL 23, 2026, at the Business Office. The Board of Education reserves
the right to reject all proposals, to request clarifications or corrections to proposals
received, to waive what it deems to be an informality in the RFP process, to waive what
it deems to be technical defects, irregularities and/or omissions relating to a specific
proposal, to negotiate any portion of the proposals received, to re-advertise and solicit
additional proposals or to cancel this RFP if it is in the best interest of the District to do
so.
Proposals will be evaluated by the District. Any aspects of the service not addressed by
the General Information and Conditions, or Specifications are left for the proposer to
address. Alternatives to the General Information and Conditions, Specifications or
additions to the Specifications are to be clearly identified by the proposer.
White Plains City School District
Toni Russo
Purchasing Agent
5 Homeside Lane
White Plains, New York 10605
Telephone: 914-422-2072
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White Plains City School District
General Information and Conditions
1. Proposals must be presented in a sealed, opaque envelope addressed as follows:
Toni Russo - Purchasing Agent
White Plains City School District
5 Homeside Lane
White Plains, NY 10605
Request for Proposal
TRANSLATION SERVICES
2. Proposals will be received until 1:00 p.m. on DUE DATE XX, 2022 at the White Plains City
School District, White Plains, New York.
3. Notice of Interest form must be filled out and returned to the address above by
APRIL 16, 2026.
4. For questions regarding the Specifications, contact Toni Russo, Purchasing Agent at
(914-422-2072).
5. The White Plains City School District (the "District") will not reimburse responding
persons or entities for any expenses incurred in preparing, clarifying and/or negotiating
proposals submitted in response to this request.
6. During the evaluation process, the White Plains City School District reserves the right,
where it may serve the District, to request additional information or clarifications from
proposers, or to allow corrections or omissions. At the discretion of the District,
proposers may be requested to make oral presentations or to attend a meeting or
interview as part of the evaluation process. Proposers will not be paid or reimbursed for
any time spent or expenses incurred in making a presentation or attending any meeting
or interview as part of the evaluation process.
7. The White Plains City School District reserves the right to retain all proposals submitted
and to use any ideas in a proposal regardless of whether that proposal was selected.
Submission of a proposal indicates acceptance of the conditions contained in this
Request for Proposal ("RFP"), unless clearly and specifically noted in the resulting
contract between the District and the selected proposer(s).
Proposals must include original copy, and an electronic copy (sent to
tonirusso@wpcsd.k12.ny.us, with the subject line stating "RFP - TRANSLATION
SERVICES" of all pages of the RFP with each page initialed by the proposer. All proposals
must be submitted on and in accordance with the forms included in this document. The
proposal sheets are not to be removed from the document.
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White Plains City School District
8. Where so indicated by the makeup of the Proposal Form, sums shall be expressed in
both words and numbers. In a case of discrepancy between the two, the amount written
in words will govern. Prices and information required, except signature of the
proposer, should be typewritten for legibility. Illegible or vague proposals may be
rejected. All signatures must be handwritten in ink. Facsimile, printed, or typewritten
signatures are not acceptable.
9. A proposal shall include the legal name of the proposer and a statement whether the
proposer is a sole proprietor, a partnership, a corporation, or other legal entity, and shall
be signed by the person or persons legally authorized to bind the proposer to a contract.
All required signatures shall be handwritten in ink with the full name of the person
executing same. Initials, stamps, photocopies or other copies, or company names may
not be used in lieu of any required signature. A proposal by a corporation shall also give
the State of Incorporation and have the corporate seal affixed on the signature pages of
each Form of Proposal. A proposal submitted by an agent shall have a current Power of
Attorney attached certifying the agent's authority to bind the proposer.
10. All information received in response to this RFP shall become the property of the District.
All proposals may be made available upon request pursuant to the Freedom of
Information Law ("FOIL") for public inspection, except to the extent that certain
personally identifiable information may be redacted as an invasion of personal privacy
or the proposer has designated, and the District concurs that certain information
constitutes a trade secret or other proprietary information or data. If a proposer believes
that a portion of its proposal contains trade secrets or other proprietary data that should
remain confidential and not be disclosed, a statement advising the District of this fact
shall accompany the proposal and the information is to be identified wherever it
appears. Identifying an entire proposal as proprietary is unacceptable and will result in
no part of the proposal being treated as containing a trade secret or other proprietary
information or data.
11. Upon selection, the terms of the General Information and Conditions, the Specifications
and the selected proposal will become incorporated into and form a part of the contract
between the District and the selected proposer(s). The form of contract that the District
intends to use is included in Appendix 11 and any exception to any provision in the
attached form of contract (See Appendix 11) or requested deviation therefrom (addition,
deletion, modification) must be submitted with the proposal with the specific language
for the proposed revision or addition stated. The final contract form may only be
modified by the District in its sole discretion and will be subject to the approval of the
Board of Education of the White Plains City School District.
12. This RFP does not commit the District to award a contract, pay any cost incurred in
the preparation of a proposal in response to this RFP, or to contract for services. The
District intends to award on the basis of the best interest and advantage to the
District. THE DISTRICT'S BOARD OF EDUCATION RESERVES THE RIGHT TO REQUEST
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White Plains City School District
CLARIFICATIONS OR CORRECTIONS TO PROPOSALS RECEIVED, TO ACCEPT OR REJECT
ANY OR ALL PROPOSALS RECEIVED AS A RESULT OF THIS RFP, TO NEGOTIATE WITH
ALL QUALIFIED PROPOSERS, TO WAIVE WHAT IT DEEMS TO BE AN INFORMALITY IN
THE RFP PROCESS, TO WAIVE WHAT IT DEEMS TO BE TECHNICAL DEFECTS,
IRREGULARITIES AND/OR OMISSIONS RELATING TO A SPECIFIC PROPOSAL, TO RE-
ADVERTISE AND SOLICIT ADDITIONAL PROPOSALS, TO ACCEPT THE WHOLE OR A
PART OF A PROPOSAL FROM MORE THAN ONE PROPOSER OR TO CANCEL THIS RFP
IN PART OR IN ITS ENTIRETY, AS IN THE BOARD OF EDUCATION'S JUDGEMENT IS IN
THE BEST INTEREST OF THE DISTRICT. The District may select the proposal which, in
the District's sole discretion and with whatever modifications the District and the
proposer may mutually agree upon. No proposer shall have any legal, equitable, or
contractual rights of any kind arising out of its submission of a proposal except as and
to the extent that the District, in its sole discretion, shall enter into a contract with the
proposer(s) that is selected.
13. All proposals received after the time stated in the Public Notice, as modified by any
Addenda, will not be considered. The proposer assumes the risk of any delay in the
mail or by means of personal delivery, the proposer assumes responsibility for having
his/her proposal deposited on time at the place specified.
14. The submission of a proposal will be construed to mean that the proposer is fully
informed as to the extent and character of the services, supplies, materials, or
equipment required to satisfactorily comply with the requirements of this RFP, which
are included in the General Information and Conditions and the Specifications.
15. The selected proposer(s) must agree to the following Non-Discrimination Clause:
a. Services provided pursuant to the resulting contract shall be provided without
regard to a student's actual or perceived race, creed, color, weight, gender,
sex, sexual orientation, national origin, ethnic group, religion, religious
practice, age, or disability.
b. In hiring of employees for the performance of the services required by the
resulting contract, the selected proposer shall not discriminate against any
person who is qualified and available to perform such services by reason of
such person's race, creed, color, sex, sexual orientation, gender identity, age,
disability, religion, marital status, military status domestic violence victim
status, predisposing genetic characteristics or national origin. All solicitations
or advancements for employees placed by or on behalf of the selected
proposer will state that all qualified applicants will receive consideration for
employment without regard to race, creed, color, sex, sexual orientation,
gender identity, age, disability, religion, marital status, military status
domestic violence victim status, predisposing genetic characteristics or
national origin.
c. The selected proposer will take affirmative action to ensure that applicants are
employed, and that employees are treated during employment, without
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White Plains City School District
regard to such employee's race, creed, color, sex, sexual orientation, gender
identity, age, disability, religion, marital status, military status domestic
violence victim status, predisposing genetic characteristics or national origin.
Such action shall include, but not be limited to the following: employment,
upgrading, demotion, or transfer; recruitment or recruitment advertising;
layoff or termination; rates of pay or other forms of compensation; and
selection for training, including apprenticeship. The selected proposer will
post in conspicuous places, available to employees and applicants for
employment, notices setting forth the provisions of this nondiscrimination
clause.
d. The selected proposer will not discharge or in any other manner discriminate
against any employee or applicant for employment because such employee or
applicant has inquired about, discussed, or disclosed the compensation of the
employee or applicant or another employee or applicant. This provision shall
not apply to instances in which an employee who has access to the
compensation information of other employees or applicants as a part of such
employee's essential job functions discloses the compensation of such other
employees or applicants to individuals who do not otherwise have access to
such information, unless such disclosure is in response to a formal complaint
or charge, in furtherance of an investigation, proceeding, hearing, or action,
including an investigation conducted by the employer, or is consistent with the
selected proposer's legal duty to furnish information.
e. The selected proposer will send to each labor union or representative of
workers with which he/she/it has a collective bargaining agreement or other
contract or understanding, a notice advising the labor union or workers'
representative of the selected proposer's commitments under Section 202 of
Executive Order No. 11246 of the President of the United States of September
24, 1965, and shall post copies of the notice in conspicuous places available to
employees and applicants for employment.
f. The selected proposer will comply with all provisions of Executive Order No.
11246 of the President of the United States of September 24, 1965, and of the
rules, regulations, and relevant orders of the United States Secretary of Labor.
g. The selected proposer will furnish all information and reports required by
Executive Order No. 11246 of the President of the United States of September
24, 1965, and by the rules, regulations, and orders of the Secretary of Labor,
and will permit access to his/her/its books, records, and accounts by the
District and the United States Secretary of Labor for purposes of investigation
to ascertain compliance with such rules, regulations, and orders.
h. The selected proposer's noncompliance with the nondiscrimination clauses of
the resulting contract may cause the resulting contract to be cancelled,
terminated, or suspended in whole or in part and the selected proposer may
be declared ineligible for further Government contracts in accordance with
procedures authorized in Executive Order No. 11246 of President of the United
States of September. 24, 1965, and such other sanctions may be imposed, and
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White Plains City School District
remedies invoked as provided in Executive Order No. 11246 of President of
the United States of September 24, 1965, or by rule, regulation, or order of
the United States Secretary of Labor, or as otherwise provided by law.
i. The selected proposer will be required to include all of these
nondiscrimination clauses in any subcontract or purchase order issued with
respect to the resulting contract (to the extent the subcontract is consented
to by the District) unless exempted by rules, regulations, or orders of the
United States Secretary of Labor issued pursuant to Section 204 of Executive
Order No. 11246 of President of the United States of September 24, 1965, so
that such provisions will be binding upon each subcontractor or vendor. The
selected proposer will also be required to take such action with respect to any
subcontract or purchase order as may be directed by the United States
Secretary of Labor as a means of enforcing such provisions including sanctions
for noncompliance. Provided, however, that in the event the selected
proposer becomes involved in, or is threatened with, litigation with a
subcontractor or vendor as a result of such direction, the selected proposer
may request the United States to enter into such litigation to protect the
interests of the United States.
16. To the extent the selected proposer needs to purchase supplies or contract with
suppliers to fulfill its obligations under the resulting contract, the selected proposer
will make commercially reasonable good faith efforts to utilize suppliers that are
certified minority and women-owned business enterprises ("MWBEs"). To the extent
subcontracting is needed and permitted by the District, the selected proposer will
make commercially reasonable good faith efforts to utilize subcontractors, who are
certified MWBEs. The selected proposer shall retain documentation of these good
faith efforts to be provided upon request to the District, New York State, and/or an
agency or department of the United States government. Such commercially
reasonable good faith efforts shall include but not be limited to (1) placing qualified
small businesses, MWBEs on solicitations lists and assuring they are solicited
whenever they are potential suppliers or subcontractors (if subcontracting is
permitted by the District); (2) divide total requirements when economically feasible
into smaller tasks or quantities to permit maximum participation by small businesses,
MWBEs; and (3) using the services and assistance of such organizations as the Small
Business Administration and the Minority Business Development agency of the U.S.
Department of Commerce when seeking suppliers or subcontractors. Documentation
of good faith efforts shall include, but not be limited to, the following: (a) copies of
solicitations to MWBEs and any responses thereto; (b) written explanation of the
specific reasons each MWBE that responded to such solicitations was not selected; and
(c) written explanation of the specific steps undertaken for the purpose of
subcontracting with or obtaining supplies from certified MWBEs.
17. Unless otherwise agreed by the District, the selected proposer will invoice the District
for its services on a monthly basis for the services provided during the preceding month.
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White Plains City School District
The invoice shall state the type(s) of services rendered in the prior month and the fees
payable for such services. If the services were provided to any students, then the invoice
must be accompanied at a minimum by documentation identifying the TRANSLATION
SERVICES provided, the name(s) of the student(s) to whom services were provided,
whether the services were provided individually or in a group (and when in a group, the
number of students in the group, e.g. 5:1, 3:1, 2:1), the duration of each service session
(e.g. 30 minutes, 45 minutes, 1 hour, etc.), and all dates on which each student attended
the selected proposer's service session(s). If any of the students who were provided with
services are Medicaid eligible, the selected proposer will provide any additional
information concerning the services rendered as are necessary for the District to bill
Medicaid for such services.
18. The selected proposer will be required to purchase from and maintain in a company or
companies lawfully licensed to do business in the State of New York such insurance as
will protect the selected proposer and the District from claims for which the selected
proposer may be legally liable, whether such operations be by the selected proposer or
by anyone directly or indirectly employed by any of the selected proposer, or by anyone
for whose acts the selected proposer may be liable. The selected proposer(s) hereby
agrees to effectuate the naming of the District as an unrestricted additional insured on
the selected proposer(s)'s insurance policies, with the exception of workers'
compensation and professional liability. If the policy is written on a claims-made basis,
the retroactive date must precede the date of the resulting contract.
19. The policy naming the District as an additional insured shall:
a. Be issued by an A.M. Best A- rated insurer, authorized to conduct business in
New York State. A New York licensed and admitted insurer is strongly preferred ;
and
b. State that the proposer's coverage shall be primary and non-contributory coverage
for the District, its Board of Education, officers, employees, and volunteers with a
waiver of subrogation in favor of the District including Workers Compensation.
20. The District shall be listed as an additional insured for General Liability coverage which
shall be provided by standard or other endorsements that extend coverage to the
District by using endorsement CG 20 26 or equivalent. The decision to accept an
endorsement rest solely with the District. The certificate must state what endorsement
is being used and a copy of the endorsements must be attached to the Certificate of
Insurance to include General Liability, Auto Liability (where applicable) and
Umbrella/Excess coverages. . The certificate of insurance must describe the services
provided by the selected proposer that are covered by the liability policies.
21. The selected proposer(s) agrees to indemnify the District for any applicable insurance
policy deductibles or self-insured retentions.
22. Required Insurance for the selected proposer shall be:
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White Plains City School District
a. Commercial General Liability
$1,000,000 per Occurrence/ $2,000,000 Aggregate
$2,000,000 Products and Completed Operations
$1,000,000 Personal and Advertising Injury
$1,000,000 Sexual Misconduct and Assault
$100,000 Fire Damage
$10,000 Medical Expense
Coverage for sexual misconduct must be affirmed. There will be no coverage
restrictions and or exclusions involving Sexual Assault and Molestation related
claims. Sub-limits below the policy limits for sexual misconduct coverage are
acceptable solely at the discretion of the District.
b. Worker's Compensation and N.Y.S. Disability
Statutory Workers' Compensation (C-105.2 or U-26.3); and NYS Disability
Insurance (DB- 120.1) for all employees per NYS WC and Disability laws. Proof
of coverage must be on the approved specific form, as required by the New York
State Workers' Compensation Board. ACORD certificates are not acceptable proof of
Workers' Compensation Insurance of Disability Benefits Insurance. A person seeking an
exemption must file a CE-200 Form with the state. The form can be completed and
submitted directly to the WC Board online and a copy of such form must be provided
to the District.
c. Professional Errors and Omissions Insurance
$2,000,000 per occurrence/$2,000,000 per aggregate for the professional acts of the selected
proposer(s) performed under the resulting contract for the District. If written on a "claims-
made" basis, the retroactive date must pre-date the inception of the resulting contract.
Coverage shall remain in effect for THREE years following the completion of the professional
acts of the selected proposer(s) performed under the resulting contract.
d. Umbrella/Excess Insurance
$3,000,000 each occurrence and aggregate. Umbrella/Excess coverage shall be on a
follow-form basis over the required Auto Liability, Commercial General Liability and
Professional Liability coverage.
e. Automobile Liability
$1,000,000 combined single limit for owned, hired, borrowed and non-owned
motor vehicles.
23. The selected proposer(s) acknowledges that the failure to obtain such insurance on
behalf of the District constitutes a material breach of the resulting contract and
subjects it to liability for damages, indemnification and all legal remedies available to
the District. The selected proposer(s) is to provide the District with a certificate of
insurance, evidencing the above requirements have been met, prior to the
commencement of work or use of facilities. The failure of the District to object to
the contents of the certificate of insurance(s) or the absence of same shall not be
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